AdvocateLoop

Privacy Policy

Last updated: June 7, 2026

In plain English

We collect the minimum data needed to run your referral program. We don’t sell or rent your data. We don’t use your data or your customers’ data to train AI models. Each business’s data is isolated from every other business’s on the platform. You can export or delete your data at any time. If we ever suffer a breach, we’ll tell you within 72 hours.

If you want the full details, keep reading. If you have questions, email privacy@advocateloop.com.

1. Who we are

This Privacy Policy describes how AdvocateLoop LLC, a Pennsylvania limited liability company (“AdvocateLoop,” “we,” “us,” or “our”), collects, uses, and shares information about you when you use our referral program platform (the “Service”).

When you sign up for an AdvocateLoop account, you become a “Customer.” Your customers (advocates and referees who interact with your widget and emails) are referred to as “End Users.” This policy describes how we handle data for both Customers and End Users, as well as data we collect from visitors to our marketing site at advocateloop.com and our documentation site at docs.advocateloop.com.

2. Information we collect

From visitors to our marketing and documentation sites

When you visit advocateloop.com or docs.advocateloop.com without an account, we collect:

  • Usage data: pages you view, links you click, your approximate location (country, region, and city — derived from your IP address on our own servers; the IP address itself is never sent to our analytics provider), browser type, operating system, device type, and the campaign or referrer that brought you to our site (e.g. UTM parameters)
  • Consent state: whether you accepted or declined analytics, stored in a cookie shared between our sites (see Section 6)
  • Anonymous identifier: while analytics are enabled, a random ID ties your activity to a single anonymous profile. It is not linked to a name or email — unless you later create an account, at which point your anonymous browsing history is connected to your account so we can understand the full journey from first visit to signup

Whether analytics run before you make a choice depends on where you are:

  • European Economic Area, United Kingdom, and Switzerland: analytics run only after you affirmatively accept through our cookie banner. Until then, no tracking events are sent.
  • United States and other regions: analytics run by default. You can opt out at any time through the cookie banner’s preferences, the “Cookie Settings” link in our footer, or by enabling a Global Privacy Control (GPC) signal in your browser, which we honor automatically.

Campaign attribution (the UTM parameters and referrer on the page where you first arrived) is captured to your browser’s local storage before any consent decision — but nothing leaves your browser. If you decline analytics, that data is never read or transmitted.

From Customers (you, the business)

When you create an account or use the Service, we collect:

  • Account information: name, email address, company name, password (hashed)
  • Billing information: billing address, payment method details (processed and stored by our payment provider, not by us)
  • Usage data: dashboard pages visited, features used, settings configured, support requests submitted
  • Technical data: IP address, browser type, device type, timestamps of access
  • Configuration data: the brand settings, reward rules, email templates, and widget customizations you configure

From End Users (your advocates and their referrals)

When End Users interact with your AdvocateLoop-powered widget or emails, we collect on your behalf:

  • Identity data: first name, last name, email address (collected via your widget when they sign up as advocates)
  • Referral activity: referral codes generated, referral links shared, conversions attributed
  • Reward activity: discount codes earned, redemption status, reward amounts
  • Technical data: IP address, browser type, timestamps of interactions with the widget

We do not collect: medical records, health information, social security numbers, government IDs, financial account numbers (other than what’s needed to process Customer payments), biometric data, location data beyond IP-based country, or content of email messages your End Users send to each other.

3. How we use information

We use the information we collect to:

  • Provide, maintain, and improve the Service
  • Process transactions and send transactional emails (e.g. account confirmations, password resets, invoices)
  • Send service-related communications, updates, and security notices
  • Send promotional emails about our Service (you can opt out anytime)
  • Detect, investigate, and prevent fraudulent or unauthorized activity
  • Comply with legal obligations
  • Provide aggregate, de-identified analytics about Service usage to help us improve the product

We do not use Customer data or End User data to train AI or machine learning models.

4. Legal bases for processing (GDPR)

If you are in the European Economic Area, United Kingdom, or Switzerland, we process your personal data on the following legal bases:

  • Contract: processing necessary to provide the Service you’ve signed up for (e.g. account creation, billing, sending you the features you’ve configured)
  • Legitimate interest: processing necessary to operate and improve our business, where our interests don’t override your rights — for example, security monitoring, fraud prevention, and aggregate product analytics for authenticated users
  • Consent: for non-essential cookies and analytics on our marketing site, and for marketing communications. You can withdraw consent at any time.
  • Legal obligation: when we’re required to retain or process information by law (e.g. tax records)

5. How we share information

We share information only as follows:

With service providers

We use third-party service providers (“subprocessors”) to help us operate the Service. These providers are contractually bound to use information only as needed to provide their services to us:

  • Authentication: Clerk (account login and identity)
  • Hosting and infrastructure: Vercel and Railway (application hosting and edge delivery)
  • Database: Railway PostgreSQL (data storage)
  • Payments: Paddle (subscription processing and merchant of record)
  • Email delivery: Resend (transactional email)
  • Product analytics: Mixpanel (US-based; processes anonymous and authenticated user activity to help us understand how the Service is used)

A current list of subprocessors with links to their privacy policies is available on request. We’ll notify Customers of material changes to subprocessors before they take effect.

Between Customers and End Users

End User data collected through your AdvocateLoop widget belongs to you (the Customer). We process it on your behalf as a data processor. We share End User identity and referral activity with you, the Customer who controls the program. We do not share one Customer’s data with any other Customer.

For legal reasons

We may disclose information if required by law, court order, subpoena, or to:

  • Comply with a legal obligation
  • Protect the rights, property, or safety of AdvocateLoop, our Customers, or others
  • Investigate or prevent fraud or security issues

We will notify Customers of legal requests for their data unless prohibited by law.

Business transfers

If AdvocateLoop is acquired or merged with another company, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.

We do not sell your personal information. We do not rent or trade End User contact information for marketing purposes.

6. Cookies and tracking technologies

We use a small number of cookies and similar technologies (such as localStorage) to provide and improve the Service. The categories we use:

Strictly necessary

These are required for the Service to function and do not require consent. Examples:

  • Authentication session tokens (set by Clerk when you sign in to your account)
  • __alconsent (12 months) — stores your consent decision. While analytics are enabled it also holds the anonymous analytics identifier described in Section 2; the identifier is removed if you decline or opt out
  • __albanner (24 hours) — remembers your region’s consent mode and whether you dismissed the consent banner, so we don’t re-ask on every page
  • CSRF protection tokens

The two cookies we set ourselves are shared across advocateloop.com and docs.advocateloop.com, so a choice made on one site is honored on the other.

Analytics

We use Mixpanel to understand how our Service is used. On our marketing and documentation sites, no Mixpanel script runs in your browser and no third-party cookies are set — analytics events are sent to our own servers, which forward only the minimized data described in Section 2. In the European Economic Area, United Kingdom, and Switzerland, these analytics run only after you affirmatively accept through our cookie banner; in other regions they run by default, with the opt-out options described in Section 2.

Inside the authenticated dashboard (app.advocateloop.com), analytics run as part of providing the Service, as a legitimate interest. This includes session replay: we record interactions with the dashboard (pages viewed, clicks, navigation) to understand how the product is used and to improve it. Anything typed into input fields is masked and never recorded, and personal data rendered in the dashboard — such as your advocates’ names and email addresses — is masked in recordings. You can opt out of dashboard analytics, including session replay, at any time by contacting privacy@advocateloop.com.

Analytics data collected includes: pages visited, features clicked, approximate location (country, region, and city), browser type, operating system, device type, and how you arrived at our site (referrer, UTM parameters). We do not collect content of communications or sensitive personal data through analytics.

Managing your preferences

You can change your analytics cookie preference at any time using the “Cookie Settings” link in our footer. If you decline, your decision is honored for 6 months; after that, we’ll ask again. If you accept, your decision is honored for 12 months, then we’ll ask again. Closing the banner without choosing leaves you in your region’s default mode and hides the banner for 24 hours.

7. Data retention

We retain Customer account information for as long as your account is active. You can delete your account at any time from your account settings; once deleted, we permanently remove your data within 30 days, except where retention is required by law (e.g. financial records for tax purposes).

End User data is retained as long as your account is active. If you cancel your account, End User data is deleted on the same schedule as your account data, unless you separately request export or earlier deletion.

Analytics data from our marketing and documentation sites is retained for up to 24 months unless you withdraw consent, at which point the associated profile is deleted upon request. Dashboard session replay recordings are retained by our analytics provider for a limited period before automatic deletion.

Backup copies are retained for up to 60 days after deletion to support disaster recovery, after which they are permanently destroyed.

8. How we protect your data

We use industry-standard security measures to protect your information, including encryption in transit (TLS 1.2+) and at rest (AES-256). We isolate each Customer’s data so that one Customer cannot access another’s. Access to production data is limited to a small number of authorized employees on a need-to-know basis.

No system is 100% secure. If we ever discover a breach involving personal data, we will notify affected Customers within 72 hours of discovery and provide details about what happened and what we’re doing about it.

9. Your rights

Depending on your location, you may have the following rights regarding your personal data:

  • Access: request a copy of the personal data we hold about you
  • Correction: request that inaccurate data be corrected
  • Deletion: request that your data be deleted (subject to legal retention requirements)
  • Portability: request your data in a machine-readable format
  • Objection: object to certain types of processing (e.g. marketing)
  • Restriction: request that we limit how we process your data
  • Withdrawal of consent: withdraw consent for processing based on consent at any time
  • Complaint: file a complaint with a data protection authority

We honor Global Privacy Control (GPC) browser signals as a valid opt-out of analytics tracking on our marketing and documentation sites — no further action is needed on your part.

For Customers, most of these rights can be exercised directly through your account settings or by emailing privacy@advocateloop.com.

For End Users: requests should generally go to the Customer (the business running the referral program), since they are the data controller. We will assist Customers in fulfilling End User requests.

10. International transfers

AdvocateLoop is operated from the United States. If you access the Service from outside the United States, your data will be transferred to and processed in the United States. We rely on Standard Contractual Clauses (SCCs) for transfers from the European Economic Area, United Kingdom, and Switzerland, and we participate in the EU-US Data Privacy Framework where applicable to our subprocessors.

11. US state privacy rights

If you are a resident of California or another US state with a comprehensive privacy law (including Colorado, Connecticut, Texas, Utah, and Virginia), you have additional rights regarding your personal information:

  • Right to know the categories of personal information we collect (Section 2) and the purposes we use it for (Section 3)
  • Right to delete personal information we hold about you
  • Right to correct inaccurate personal information
  • Right to opt out of the sale or sharing of personal information and of targeted advertising
  • Right to non-discrimination for exercising any of these rights

We do not sell personal information, and we do not share personal information for cross-context behavioral advertising. We honor Global Privacy Control (GPC) signals as a valid opt-out request for analytics on our marketing and documentation sites. To exercise any of these rights, email privacy@advocateloop.com — we’ll respond within the timeframe required by your state’s law.

12. Children

The Service is not intended for use by individuals under 16. We do not knowingly collect personal information from children under 16. If we learn that we have collected such information, we will delete it promptly.

13. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify Customers by email and update the “Last updated” date at the top of this page. Continued use of the Service after a change constitutes acceptance of the updated policy.

14. Contact us

For privacy questions, requests, or to exercise any of your rights:

For Customers in the European Economic Area, the United Kingdom, or Switzerland, you may also contact your local data protection authority.